Deputy Clerk - Clerk - COMOT III at Tippecanoe County Government

Lafayette, Indiana, United States -

Full Time

Start Date

Immediate

Expiry Date

17 Jul, 26

Salary

48583.0

Posted On

18 Apr, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Data entry, Customer service, Legal terminology, Office administration, Record maintenance, Filing systems, Microsoft Office, Odyssey, INcite, Docuware, Communication, Time management, Attention to detail, Conflict resolution, Math calculations, Typing

Industry

Government Administration

Description

Description To perform this position successfully, an individual must be able to perform each essential function of the position satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. Tippecanoe County provides reasonable accommodations to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job unless the accommodation would present an undue hardship. Incumbent serves as Deputy Clerk for the Tippecanoe County Elected Clerk, responsible for serving Tippecanoe Circuit, Superior Courts I & II, Superior Courts IV – VII and Main Office. DUTIES: Answers telephone and greets office visitors with exceptional customer service, determining nature of call, responding to inquiries, providing information and assistance, taking messages, and/or directing to appropriate individual or department. Treats visitors with courtesy and respect, remaining calm in difficult situations. Responds to inquiries from the public, attorneys, and agencies. Obtains filed records for the Courts and provides information and assistance as laws and rules allow. Monitors Clerk Public Records Request Portal (SBS), emails, faxes, and in-person requests to ensure timely responses and production of requested court and clerk documents. Locates, copies, and certifies court documents found in Microfilm, Docuware, paper files, Odyssey, Quest or INcite for other departments, governmental agencies, and the public. Scans, files and maintains records and files in a secure manner, following State regulations. Maintains and upkeeps the Chronological Case Summary (CCS) for all cases in compliance with Trial Rule 77(B). Accepts new criminal court cases through INcite pursuant to Tippecanoe County Local Rules, and all subsequent case filings filed by attorneys and public through Odyssey e-File and Serve, which includes inputting correct filing codes, updating parties and/or attorney information as needed. Accepts and enters subsequent pro se paper filings into Odyssey. Enters relevant details on new criminal case filings, such as party information, vehicle description, citation information, and other service providers or agencies. Processes and issues summons, subpoenas, proceedings supplemental, writs of execution or attachment, body attachments, protective orders, notice of claim, contempt citations, and orders to appear. Distributes notices of court rulings and new hearing dates to appropriate individuals, attorneys, judges and/or court staff via Sheriff, email, mail, or certified and signature confirmation. Mails orders as directed, including preparing for certified mailing or service by Sheriff. Enters certified mail and sheriff service results, persons served or not served, and scanning paperwork into Odyssey. Performs clerk processes during the duration of the open case and after the case is closed. Telephones attorneys regarding cases as needed. Enters and scans traffic infractions into the State’s court case management system. Accepts and processes electronic traffic infraction filings on State’s e-file system. Uploads Bureau of Motor Vehicles (BMV) records for judicial review of motor vehicle related offenses. Review Payment Report to determine cases to be closed and ensure motor vehicle infractions and convictions are reported to the BMV. Reviewing Error Draft Reports to correct errors to ensure SR16s are submitted and accepted by the BMV. Prepares and submits required documentation to the BMV on violators who fail to pay their tickets when ordered and assess late fees. Maintains contact with other State and local agencies and County Departments as needed, including the BMV to process and correct suspended licenses. Performs all tasks of maintaining accurate tax warrant records in INcite for the Department of Revenue and Workforce Development. Opens and reviews daily mail, enter into Odyssey when needed, or deliver to judge. Processes marriage applications, issues marriage licenses, and provides certified copies, recording ceremony information, and transmitting to state health department. Performs search of court and marriage records and prepares letters of guardianship or testamentary as requested. Assesses court costs and fines pursuant to court order. Receives and processes payments into Odyssey. Assesses copy fees as necessary. Prepares and provides receipts. Maintains and balances a cash drawer daily and records any overages or shortages. Prepares and issues bench warrants and writs of attachment as directed by the court and certifies documents as requested. Assists court staff when needed. Performs related duties as assigned, including Voter Registration and Election tasks. Requirements I. JOB REQUIREMENTS AND DIFFICULTY OF WORK: High school diploma or HSE required, with minimum of one (1) year of experience in data entry, customer service and closely related experience; or any equivalent combination of education and experience which provides the required knowledge, skills and abilities. Experience in Criminal Justice, Legal Studies, or Paralegal Certificate a plus. Ability to meet all hiring and retention requirements, including passage of a background check. Working knowledge of standard office policies and practices and ability to apply such knowledge to a variety of interrelated processes, tasks, and operations. Working knowledge of standard office procedures and computer software programs used by the Clerk’s Office, with ability to apply such knowledge to a variety of interrelated processes, tasks and operations. Working knowledge of basic filing systems and ability to create and maintain accurate and complete department files electronically. Working knowledge of department software and internet-based software used by department, including, but not limited to, Odyssey, Docuware, INcite, Confirm Delivery, SBS Portal, Paygov.net, and Microsoft Office. Working knowledge of standard English grammar, spelling and punctuation, ability to type with speed and accuracy, and ability to prepare correspondence, documents, and written reports as required. Knowledge of legal terminology, standard legal documents and petitions, and ability to communicate with and assist various government and public agencies and departments as necessary. Ability to properly operate a variety of standard office equipment, including computer, printer, copier, scanner, fax machine, microfiche machine, telephone, and voice mail. Ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress. Ability to emotionally handle stressful court cases, involving murder, abuse, neglect, adoption, custody, visitation, domestic violence, paternity, and child support. Ability to learn and work with multiple computer applications and programs on a daily basis. Ability to effectively communicate orally and in writing with co-workers, other County departments, attorneys, social service agencies, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities. Ability to understand, memorize, retain, and carry out written or oral instructions and present findings in oral or written form. Ability to treat visitors with courtesy and respect, remaining calm in difficult situations. Ability to file, post, and open and record mail. Ability to count and compute and perform basic math calculations. Ability to understand and follow oral and written instructions, work alone with minimum supervision, work with others in a team environment, and manage a large volume of work. Ability to work on several tasks at the same time and complete assignments effectively amidst frequent distractions and interruptions, often under time pressure. Ability to competently serve the public with diplomacy and respect, including occasional encounters with irate or hostile persons. Ability to provide public access to or maintain confidentiality of department information and records according to state requirements. Shall comply with all employer and department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct. Ability to occasionally work extended hours and evenings. II. RESPONSIBILITY: Incumbent performs standard, recurring duties according to well-established department and legal guidelines, with priorities determined by service needs of public and supervisor. Errors in incumbent's work are usually prevented and detected through procedural safeguards and legally defined procedures and notifications from other departments, agencies or the public. Undetected errors may result in loss of time for correction, work delays and/or inconvenience to other agencies or the public. Failure to safeguard confidential information or to disseminate public information as requested may result in civil or criminal penalties. III. PERSONAL WORK RELATIONSHIPS: Incumbent maintains frequent contact with co-workers, other County departments, attorneys, social service agencies and the public for the purpose of exchanging information. Incumbent reports directly to the Upper Court Clerk Supervisor, High Volume Court Clerk Supervisor or Main Office Clerk Supervisor. IV. PHYSICAL EFFORT AND WORK ENVIRONMENT: Incumbent performs duties in a standard office environment, involving sitting/walking at will, sitting/standing/walking for long periods, keyboarding, speaking clearly, hearing sounds/communication, close vision, handling/grasping/fingering objects, crouching/kneeling, reaching, bending, and lifting/carrying objects weighing under 30 pounds. Incumbent is occasionally required to work extended and evening hours.

Responsibilities

The Deputy Clerk is responsible for managing court records, processing legal filings, and maintaining the Chronological Case Summary in compliance with state regulations. They also provide customer service to the public, attorneys, and agencies while handling financial transactions and administrative tasks for the Clerk's office.